Event management

PCO* for scientific and technical congresses

Maintaining close links with research communities, Vert Com has developed know-how and tools recognized in France as well as abroad. Whether it’s organizing a national symposium for a hundred attendees or an international congress for a thousand, we pull out the stops to guarantee the success of the events we handle.

We are also involved in MICE activities, providing support for firms or professional associations in the organization of their events; planning day-by-day, helping to realize their most original wishes and arranging alternative solutions in the event of unforeseen circumstances.

For the management of an entire event, we put together a team of experienced consultants (programming, partnerships and sponsoring, selling stands and spaces, etc.), effective in France as well as abroad.

(* Professional Congress Organizer)

New: find all the events managed by the agency on the marketplaces App Store and Google Play. Vertcom events app lists all the functions: detailed schedule, biography of the speakers, downloadable proceedings, geolocation, exhibitors and sponsors, networking within the attendees…

Administrative and financial management

Via administrative delegation, we are able to manage an event’s financial flows, with rigorous cost-control over expenses to make sure you stay in-budget.

Our mandate allows us to open a bank account for each event in order to collect the receipts from registration fees and subsidies, to pay providers and to guarantee the recovery of various taxes (VAT).

We can help the organizing committee to draw up subsidy requests.

We can also manage the administrative and logistical organisation of an industrial exhibition on the fringes of a congress, selling stands and sponsoring packages.

On the operational side, we take care of all logistical aspects: selection, checking out and managing the location, organizing competitive bidding of suppliers, comparing caterers, drawing up the social programme, establishing quotas, reserving hotels, etc.

In collaboration with the congress centre’s production service, we manage the technical coordination of signage inside and outside venues, audio-visual equipment, floral displays, stage furnishings, security, maintenance, cleaning, etc.

We provide hospitality staff, conference hostesses, translators and interpreters (simultaneous or consecutive), audio-visual technicians and security personnel, as required by the event.

Our liability insurance covers all the events we manage for a year.

In view of the current security context, we encourage our clients to take out a cancellation insurance covering the risk of terrorist acts.

communication et relations presse

Communication and press relations

Our advice and recommendations concerning appropriate communication tools allow our clients to provide the optimum conditions for discussion between the speakers, be they researchers or technicians, and their target audiences: delegates, students, general public, etc.

Printed or digital communications are prepared in the agency: graphic design, logo-block and derivatives, web site, emailings, posters, flyers, programmes, personnalized badges, goodies, etc.

Email mailshots (save-the-date, call for papers, reminder, practical information, etc.) to the members of the scientific community are handled using the Sarbacane tool, which enables you to monitor each stage of the campaign: opening messages, managing erroneous addresses and unsubscribes, following up clicks on links embedded in the text of the message.

We can also work on your social media presence, press kit and public relations, video recording, streaming broadcast of debates, photographic reports, etc.

Submission, reviewing and planning

Before a congress, we help the scientific committee draw up the conference programme: call for papers, gathering abstracts and review, recruit invited speakers. After the congress, we compile summaries and proceedings for publication – possibly in a scientific review.

secrétariat technique

Our original Submission and Reviewing Tool has been refined over the years and updated through our experience of many past congresses. Combined with fees management, it’s a precious aid for the scientific committee in drawing up the programme of presentations and poster sessions. Developed in French and English, it enables topic by topic reviewing, with several levels of administration: reviewer, convener, chairman. It facilitates the work of the selection committee by saving precious time.

Managing bookings online or in situ allows for daily monitoring of numbers. Various payment methods are available: credit card, cheque or bank transfer. The bookings list means that attendance sheets, badges, certificates of attendance, invitation letter for visa demand, and rooming lists for hotels can be printed.

Exclusive innovation: a planning tool, by day or by session, has just been added to our software suite. Intuitive and entirely original, it meets a need expressed by chairpersons themselves.

Social programme

The success of an event also depends on the quality of the peripheral events; like the opening and closing ceremonies, the awards ceremony, the gala dinner and show, and the excursions programme available to the delegates’ companions.

We organize the attendees’ transport, from arrival to departure, or during their stay to get to the various locations on the social programme.

We work in collaboration with professional providers to offer fun activities, both indoors and outdoors.

programme social

In addition to the quality of the debates they attend, tourism in the region and trying its specialities ensure that attendees leave with fond memories of their stay.

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